The mitigation planning process generally includes a series of meetings or work sessions. For example, the first meeting of the planning team, or the plan kickoff meeting, may focus on introducing team members, describing the overall purpose of the plan, defining the team’s responsibilities, validating the project scope and schedule, and brainstorming who else should be involved in the planning process. Some suggested outcomes of a planning team kickoff meeting are:
1. Confirm plan purpose. The planning team should start by agreeing on the overall purpose of the planning process and the outcome that the community seeks to accomplish as the plan is implemented. Some communities develop a mission statement that drives the process and describes in a short, simple statement the intended outcome. This helps unite the planning team around a common purpose and provides a foundation for the rest of the planning process. This also helps to communicate the reason for the plan to stakeholders, elected officials, and the public. If you received a mitigation planning grant from FEMA, the grant may include language regarding the overall purpose of the plan that could be incorporated. The plan’s scope of work often includes more information on the background and objectives of the planning project, as well.
3. Refine plan scope and schedule. The kickoff meeting is a good time for the planning team to agree upon the overall scope of work and schedule for developing or updating the mitigation plan and review the requirements of a hazard mitigation plan for FEMA approval. If you received a grant to develop the plan, the scope of work and schedule may already be developed, or the grant may serve as the starting point for a more detailed work plan. It is important that everyone walks away from the kickoff meeting with an understanding of the overall project purpose, schedule, and tasks, as well as the agendas and goals for future planning team meetings. The remaining tasks in this website can help you to establish a schedule and agenda items for future meetings. A sample schedule is given in Worskheet 2.2.
4. Establish responsibilities. The planning team can establish roles and responsibilities at the beginning of the planning process. The planning team members should have a clear understanding of their roles and responsibilities, as well as how much time they may need to dedicate to the project. This can help you identify, early in the planning process, any potential gaps or shortfalls in resources needed to complete the mitigation plan.
5. Develop an outreach strategy. One critical task of the planning team is determining who else needs to be involved in the mitigation planning process and how. An outreach strategy identifies the stakeholder groups that are important to involve in the process and how to engage them. The planning team also develops ideas for how to involve the general public in the planning process. Task 3 – Create an Outreach Strategy describes how to develop a comprehensive approach to engaging stakeholders and the public in the mitigation planning process.